Title: HR Assistant – Front Desk & Administrative Support

State Role Title: 19013

Hiring Range: Salary Commensurate with Experience

Pay Band: 3

Agency: Dept Behavioral Health/Develop

Location: Western State Hospital

Agency Website: https://dbhds.virginia.gov/facilities/wsh/

Recruitment Type: General Public - G

Job Duties

Western State Hospital is seeking a dedicated individual to provide supplemental staffing support for the Human Resources Department at WSH. To function as a team member to provide assistance and guidance in all areas of HR Services necessary to meet the needs of the facility and employees.

Job Duties includes:
- Front Desk management
- Coordinates HR office coverage to ensure adequate staffing level and communicates this information on daily basis to HR team.
- Assists employees and the public by answering telephone calls
- Assists job applicants at kiosk and staff members with various forms completion including applications, change of address forms, insurance forms, clearance forms, etc.
-Collects & distributes all mail for HR department. Date stamps all incoming documents, mail, etc.
- Onboarding, Database Management and Clearance Process management.
- Assists with fingerprint processing at onboarding process
- Ensure new hire badge/duress badge has been created
- Maintains database for active and inactive employees.
-Manages the clearance process for exiting employees by completing all exit interview checklists to ensure that the employee ID badge has been deactivated, the duress badge and all other WSH equipment has been returned and the account termination process can be initiated.
- Assembles NEO workbooks, nameplates, duress code/temperature conversion badge inserts and ensures proper inventory and classroom setup for upcoming classes.
- Tracks the distribution of Nursing SWAG bags and collection of 90 day surveys
- Orders all business supplies (including badging, drug testing and other supplies) and prepares necessary purchase order requests.
- Ensures office supply closet is fully stocked and communicates with HR team on needed supplies.
- Ensures copier room is stocked and communicates to vendors if repairs are needed to copier machine, badging machine or fingerprinting machine.

Detailed job description will be provided before interview.

This position is non-exempt and comes with all the below state benefits.
- Worklife balance
- 12 paid holidays
- paid time off (4hrs per paycheck, total 96hrs annually)
- sick and personal time
- parental leave
- Life Insurance
- Retirement benefits
- Range of health, dental and vision insurance to select.

Minimum Qualifications

- Experience in reception, customer service, administrative assistant, or related position.
- Experience in handling/tracking sensitive information and documents. Evidence of strong communication.
- Demonstrated ability to establish and maintain successful and effective relationships with various stakeholders.
- Demonstrated ability to utilize strong organizational skills that include the ability to prioritize tasks, manage time effectively, and perform multiple functions simultaneously.
- Demonstrated proficiency in Microsoft/Google/software applications.

Additional Considerations

- Graduation from a college or university with course work in Human Resources Administration.
- Demonstrated ability to work independently with little supervision and operate within a team-based environment. 
- Previous experience in a customer service position in a Human Resource setting. 
- Bilingual. 
- Veteran or veteran spouse.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Commonwealth’s Alternate Hiring Process: In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their Certificate of Disability (COD) provided by a Certified Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: https://www.vadars.org/drs/cpid/PWContact.aspx, or call DARS at 800-552-5019.

Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Contact Human Resources at (540-332-8300) for assistance. Minorities, Individuals with disabilities, Veterans, and people with National Service experience are encouraged to apply. EEO/AA/TTY.

Western State Hospital is an Equal Opportunity Employer. Employment opportunities are open to all regardless of race, sex, color, national origin, religion, sexual orientation, gender identity, age, veteran status, political affiliation, genetics, or disability.

DBHDS Facilities are no longer required to ensure that all staff members are vaccinated for COVID-19. However, facilities encourage and educate staff on the benefits and offer COVID - 19 vaccination programs to staff, residents, clients. Employees may be required to disclose immunization status for purposes of infection prevention and/or management of outbreaks. Upon acceptance of a job offer, new recruits will be asked to disclose their vaccination status (and for those fully vaccinated, proof of vaccination) during the pre-employment process. If you have questions, please contact the Office of Human Resources.

Contact Information

Name: Moez Nayani

Phone: 540-332-8300

Email: moez.nayani@dbhds.virginia.gov

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.